Company Secretarial Manager

Fund services | Corporate | Capital markets | Private client | Regulatory & Compliance

We help clients succeed by unlocking new value through expertise, trust and scale. We deliver solutions that solve complex challenges faced by asset managers, financial institutions, corporates, high net-worth individuals and family offices.

With a curious mindset, we ask the right questions to get to the right solution, faster. We collaborate to win together, sharing successes and shaping the future of our global business. Our culture of support and recognition provides the tools and opportunities for you to grow, while unlocking the most value for our clients and making your mark withOcorian.

Expertise: We deliver specialist, tech-enabled solutions for our clients grounded on deep industry expertise.

Trust : We’re a trusted partner to over 8,000 clients globally. We are proud to have long-lasting partnerships with our clients.

Scale : With more than 1,500 colleagues, we operate across 20+ countries, our scale enables us to support our clients globally and locally, providing a seamless client experience across borders and service lines.

Purpose of the Job

To manage a portion of the Company Secretarial team and provide company secretarial services to a designated number of funds clients, including listed entities, ensuring best practice delivery of corporate governance and company secretarial principles. The active management of deadlines and timescales is key to successful delivery.

Main Responsibilities

• Proven track record of managing people and production of associated departmental reporting.
• To mentor and guide members of the Company Secretarial team in their development.
• To co-ordinate continuing training and oversight of team members.
• To convene, attend and take minutes at board meetings, recording discussions and decisions, drafting accurate minutes, liaising with administration teams (appropriate levels of staff) for comments prior to external circulation.
• To liaise with Board members and other relevant parties in respect of meeting arrangements and compliance with formalities.
• To provide company secretarial support for the set-up of corporate entities and LP’s in various jurisdictions as well as maintaining company records, share and registrar functions and system maintenance.
• To ensure adherence to good corporate governance principles concerning all Company Secretarial matters.
• To make stock exchange filings and other delegated listing functions. To ensure that all continuing obligation requirements of designated listed clients are met.
• To provide support and guidance in respect of the listing application processes, including the preparation of documents, liaising with directors, advisers and the relevant exchange.
• To co-ordinate the preparation of agendas and board packs and their timely circulation and dispatch in conjunction with the administration teams and other Company Secretarial team members.
• To prepare agendas, notices, proxies and other supporting documents for General Meetings, including liaison with relevant legal advisors.
• To ensure the timely dispatch and collation of proxies where the client entity does not use an external registrar and liaise with other staff members to ensure a quorum is obtained.
• To liaise with external Registrars in respect of the collation of proxies for relevant client entities.
• To ensure that statutory filings (or other similar jurisdictional requirements) and payment of relevant fees are completed within statutory time frames.
• To ensure that relevant resolutions are passed to comply with statutory requirements and to create corporate statutory records and set up on Viewpoint for all new entities or entities whose administration is transferred to the Company or its subsidiaries.
• To input changes into the Viewpoint system in accordance with agreed procedures and to ensure that corporate documents are scanned and indexed in the Document Management System in the correct place in accordance with filing structure.
• To take an active role in maintaining the Meeting Planner and Company Secretarial calendar as well as maintaining own diary of outstanding client related items and ensuring outstanding items are co-ordinated appropriately.
• To assist in co-ordinating Company Secretarial aspects of fund launches.
• To oversee the creation of corporate statutory records and ensuring set up on Viewpoint for all new entities or entities whose administration is transferred to the Company or its subsidiaries.
• To ensure corporate documents are scanned and indexed in the Document Management System in correct place in accordance with filing structure.
• To provide other related support services as and when required.
• To streamline, adapt and implement appropriate procedures to ensure best practice delivery of corporate governance and company secretarial principles within the Company to Corporate clients.

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Knowledge, Skills & Experience

• Extensive experience of working in a Company Secretarial role working on FTSE 350, AIM listed entities and unlisted private equity structure.
• Either qualified ICSA/STEP or equivalent qualification (or advanced training toward these qualifications) would be an advantage.
• Good practical knowledge of the applicable corporate governance codes and the provisions of the Market Abuse Regulations.
• Excellent presentational skills and client service skills including the ability to manage client expectations.
• The ability to keep clear and concise records and to add value to the Company Secretarial role.
• Good experience of writing concise and accurate minutes.
• The ability to work under pressure and to strict deadlines.
• Very good working knowledge of Word, Excel, Adobe etc and a willingness to become proficient using new software packages including, Board Intelligence.
• A working knowledge and experience of Viewpoint and/or other entity management systems would be preferred.
• Excellent communication skills and the ability to work well within a team as well as on own initiative.
• Excellent organisational and planning skills to reduce/avoid operational pressures and plan ahead to ensure service standards are always met.
• Professionalism and the drive to work collaboratively to make continuous improvements in processes.
• The ability add value to the Company through the development of the team members and improve the quality of services the Company Secretarial team deliver.
• The ability to interact with colleagues at all levels in the Company and to gain the respect of staff and clients.

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful. These are:

• We are CLIENT CENTRIC – Clients are at the centre of our world, and we’re committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS – We aim high. We think and act globally, seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE – We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple, efficient and effective.
• We are COLLABORATIVE – With a curious mindset, we ask the right questions to get to the right solution, for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL – We behave with integrity at all times and assume positive intent, buildingtrust through responsible actions and honest relationships.